MEDIEVAL
CLUB OF NEW YORK:
MISSION
STATEMENT, CONSTITUTION, AND BYLAWS
Rationale:
This
mission statement, constitution, and the bylaws below are being submitted for
the consideration of the membership of the Medieval Club of New York. It has become necessary for us to draft
these documents in order that our organization remain in compliance with
Federal law and the laws of the State of New York for non-profit educational
groups. This documentation, which,
once approved by our membership, will be available on our website, is also
required in order that the Medieval Club of New York may establish a collective
PayPal account for the collection of membership dues on our website.
Members
of the Medieval Club of New York are invited to review this mission statement
and bylaws and submit comments to the officers of the Medieval Club of New York
by email at:
Mission Statement:
The Medieval Club of New York was founded to provide a nexus of
scholarly exchange on topics related to the study of the medieval
period across all disciplines. The Medieval Club of New
York offers six annual lectures by scholars and specialists, one
of which is an endowed lecture, dedicated to the literary scholar Rossell Hope
Robbins (1913-1990). The Medieval Club of New York also
sponsors paper sessions at the annual International Congress
of Medieval Studies at Kalamazoo, Michigan; the Medieval Academy of
America; and other meetings of learned societies on topics related to events
and culture during the medieval period. We welcome academics, students,
independent scholars, and non-specialists to all our lectures, which
are free, and open to the public.
Constitution
Article
I: Name
The
name of this organization shall be the Medieval Club of New York
Article
II: Purpose:
The
Medieval Club is an organization formed exclusively for educational
purposes,
as per section 501(c) (3) of the Internal Revenue Code. The Medieval Club of
New York was founded to provide a nexus of scholarly exchange on
topics related to
the study of the medieval period across all disciplines.
Article III: Membership
Membership
in the Medieval Club of New York is open to all-dues paying individuals— academics,
students, independent scholars, and non-specialists--with interests in attending
lectures and events sponsored by the Medieval Club.
Article IV: Governance
The Medieval Club of New
York will be governed by four officers, joined by a Board of Directors,
as specified in the bylaws below.
Article V: Activities
The Medieval
Club of New York will offer six annual lectures by scholars and
specialists in
various sub-fields of Medieval Studies.
One lecture annually will be an endowed lecture,
dedicated to the literary scholar Rossell Hope Robbins (1913-1990). The Medieval
Club of New York will also sponsors paper sessions at conferences on Medieval
Studies, including and not limited to: the Annual International Congress of Medieval
Studies at Kalamazoo, Michigan; the Medieval Academy of America; and other
learned societies in medieval studies as officers may deem appropriate.
Article VI: Dues
The Medieval Club of New
York shall have the right to assess dues for the support of its activities.
Article VII: Contributions
The
Medieval Club of New York shall have the right to receive charitable
contributions to
support its endowed lecture through “The Rossell Hope Robbins Fund.”
Article VIII: Amendments
Amendments
to this Constitution may be proposed by a petition of ten or more members and/or
the Officers of the Society.
Approval may be signaled either by an open show of hands
in a meeting of the Medieval Club of New York by a majority of those present,
or, if
it inappropriate in the judgment of Officers of the Medieval Club and/or the
Board of Directors,
by written or on-line ballot.
Article
IX: Dissolution:
Upon
dissolution of the Medieval Club of New York, the Officers and the Board of Directors
shall, after paying or making provision for the payment of all of the
liabilities of
the Medieval Club of New York, dispose of all the assets of the Medieval Club
of New York
exclusively for the purposes of the Medieval Club in such manner, or to such organization
or organizations organized and operated exclusively for charitable, educational,
religious, or scientific purposes as shall at the time qualify as an exempt organization
or organizations under
Section 501 (c) (3) of the Internal Revenue Code (or the
corresponding provision of any future United States revenue law), as the
Officers and
Board of Directors shall determine.
Bylaws
Article I. Membership
1.
Upon application to the Treasurer and payment of annual dues, any person
involved
or interested in research on the medieval period (in western Europe or elsewhere),
may become a member of the Medieval Club of New York.
2. A member shall be
entitled to attendance at meetings of the Medieval Club of New York;
advises concerning other conferences and activities of relevance to research on
the medieval
period held throughout the New York Area that are shared with members; as well
as the opportunity to apply to participate in Medieval Club-sponsored sessions and panels
at scholarly conferences, and to contribute to the organization’s website/blog
at http://medievalclubofnewyork.blogspot.com/
3. The Board of
Directors shall determine dues.
The dues year shall run from September
to May of each academic year. All
dues are payable at the start of each academic
year.
4.
Members whose dues are in arrears more than thirty-six months shall have their
names dropped
from the active membership rolls of the Medieval Club and lose attendant privileges.
Article II: Governance
1.
The
Medieval Club of New York shall be governed by four officers and a Board of
Directors.
2.
The
four officers, elected bi-annually, will be a president, a vice-president, a
secretary, and a treasurer.
3.
The
four Officers of the Medieval Club of New York will all enjoy membership in the
Board of Directors.
4.
The
Board of Directors of the Medieval Club of New York shall consist, in addition,
at a minimum, of the three (3) past presidents who have served consecutively,
as well as any additional members, voted on by the officers and three past
presidents, who are considered to contribute valuable guidance to the
organization.
5.
The
Duties of the Board of Directors shall include, but need not be limited to the
following:
a.
Meet at least once annually, to
discuss possible lecture speakers, set the lecture schedule, and conference
paper topics;
b.
Nominate future officers, as
vacancies occur;
c.
Review,
as needed, the schedule of dues required for club membership, as well as other
fiscal matters related to the club, under the purview of the treasurer;
d.
Review,
as needed, the design of the Medieval Club website or other matters related to
the representation of the Medieval Club of New York on internet or social media
sites;
e.
Review,
as needed, the governance arrangements of the Medieval Club of New York.
f.
Review,
as needed, the fiscal arrangements of the Medieval Club of New York, in order
to assure that they are in appropriate keeping with best financial practices.
6.
The
President shall be elected bi-annually, by a show of hands at the final spring
meeting of the Medieval Club of New York.
a.
The
President’s duties shall include, but need not be limited to, the following:
1.
Contact,
or delegate contact, with prospective speakers;
2.
Promulgate
the schedule of meetings to the membership via e-mail, and the website of the
Medieval Club of New York;
3.
Host
pre-lecture dinners for each speaker, with reimbursement for the speaker’s meal
being derived from dues and reimbursed, upon presentation of receipt, by the
treasurer of the Medieval Club of New York;
4.
Introduce
speakers at each meeting of the Medieval Club of New York, or delegate this
responsibility, as deemed appropriate;
5.
Assist
the Vice-President, where necessary, with the disposition of refreshments for
the post-lecture reception;
6.
Oversee
the website of the Medieval Club of the New York, or delegate this
responsibility, where appropriate, to the Vice-President and/or secretary;
7.
Represent
the club, as needed and appropriate, to outside organizations, including, and
not limited to, The Medieval Academy of America's Committee on Centers and Regional
Associations (CARA); the City University Graduate Center; the Metropolitan
Museum of Art, and other graduate programs, faculty, and students in Medieval
Studies locally and internationally, as well as cultural institutions and
scholarly societies with which the Medieval Club of New York might collaborate;
8.
Host
the annual spring meeting for the Board of Directors.
7.
The
Vice-President shall be elected bi-annually, by a show of hands at the final
spring meeting of the Medieval Club of New York.
a.
The
Vice-President’s duties shall include, but need not be limited to, the
following:
1.
Take
principal responsibility for purchase and disposition of food and wine for the
post-lecture reception, for which the Vice-President, upon presentation of
receipts to the Treasurer, shall receive reimbursement from the assets of the
Medieval Club of New York;
2.
Assist
the President, where needed, with contacting prospective speakers;
3.
Assist
the President, where needed, with hosting pre-lecture dinners for prospective
speakers;
4.
Assist
the President, where needed, with the maintenance of the website of the
Medieval Club of New York; and notices to members about forthcoming events;
5.
Assist
the President, where needed, with the introduction of lecture speakers;
9.
Assist
the President, where needed, with the representation of the Medieval Club of
New York to outside organizations,
including, and not limited to, The Medieval Academy of America's Committee on
Centers and Regional Associations (CARA); the City University Graduate Center;
the Metropolitan Museum of Art, and other graduate programs, faculty, and
students in Medieval Studies locally and internationally, as well as cultural
institutions and scholarly societies with which the Medieval Club of New York
might collaborate;
8.
The
Secretary shall be elected bi-annually, by a show of hands at the final spring
meeting of the Medieval Club of New York.
a.
The
Secretary’s duties shall include, but need not be limited to, the following:
1.
The
maintenance of the email list of dues-paying members, as well as dues paying
members over the past three years;
2.
Working
with the President and the
Treasurer, send out email reminders to those members whose dues are in arrears;
3.
Working
with the President and the Treasurer, send out letters thanking contributors to
the Rossell Hope Robbins fund for their tax-deductible contributions;
4.
Assisting
the Vice-President, where needed, with the purchase and disposition of food and
wine for the post-lecture reception, for which the Secretary; upon presentation
of receipts to the Treasurer, shall receive reimbursement from the assets of
the Medieval Club of New York;
5.
Assisting
the President and Vice-President with contacting prospective speakers;
6.
Assisting
the President and Vice-President, where needed, with the maintenance of the
website of the Medieval Club of New York;
7.
Assisting
the President, and Vice-President, with the promulgation of notices concerning
lectures and other events related to Medieval Studies that might be sponsored
by the Medieval Club of New York;
8.
Assisting
the President and Vice-President, where needed, with the representation of the
Medieval Club of New York to
outside organizations, including, and not limited to, The Medieval
Academy of America's Committee on Centers and Regional Associations (CARA); the
City University Graduate Center; the Metropolitan Museum of Art, and other
graduate programs, faculty, and students in Medieval Studies locally and
internationally, as well as cultural institutions and scholarly societies with
which the Medieval Club of New York might collaborate;
9.
The
Treasurer shall be elected bi-annually, by a show of hands at the final spring
meeting of the Medieval Club of New York.
b.
The
Treasurer’s duties shall include, but need not be limited to, the following:
1.
Maintained
of a bank/credit union account for the Medieval Club of New York;
2.
Receipt
and deposit of dues from members of the Medieval Club of New York;
3.
Maintenance
of an annual membership record;
4.
Under
the direction of the Board of Directors, establish and oversee the
internal
financial procedures of the Academy in accord with best financial
practices;
5.
Receipt
and deposit of contributions to the “Rossell Hope Robbins” fund for the endowed
lecture given once, annually, with an honorarium of $250.00.
6.
Disbursal
of reimbursements to Club Officers (upon presentation of receipts) for
a.
Dinner
for speakers (and, in some cases, an invited guest);
b.
Refreshments
for post-lecture reception;
c.
An
Honorarium of $250.00 for each Rossell Hope Robbins speaker;
d.
Travel
expenses (up to an amount not to exceed $300.00, and upon presentation of
receipts) for Rossell Hope Robbins speakers;
e.
Expenses
related to postage for letters, leaflets, or other communications sent by the
Medieval Club of New York
f.
Other
expenses as may be required under the direction of the Club Officers and the
Board of Directors
7.
Assembly
of an annual budget report detailing
a.
paid
dues,
b.
contributions
to the Rossell Hope Robbins fund,
c.
expenses
for refreshments and dinners;
d.
expenses
for website maintenance, CARA dues, and other external expenses
e.
make
the financial records of the Medieval Club of New York available for an annual
audit or review as determined by the Club’s Board of Directors.
10.
Should
any officer or Board member be compelled to resign in the middle of the
Academic year, the remaining Club Officers and Board members may confer to put
a name forward to the membership, to be elected, by a show of hands, at the
next meeting of the Medieval Club of New York.
Article
III: Amendments
1.
Any
member may have the right, upon the presentation of a petition containing the
signatures of ten or more members in agreement, to propose amendments to these
bylaws. Approval may be signaled either by an open show of hands in a meeting
of the Medieval Club of New York by a majority of those present, or, if it is
appropriate in the judgment of Officers of the Medieval Club and/or the Board
of Directors, by written or on-line ballot. Such
revisions or new by-laws shall be submitted to the members in good standing for
ratification by an email or postal ballot, and will become effective upon
endorsement by the majority of the membership casting ballots.
2.
Any
member of the Board of Directors shall enjoy the ability to propose the revision of by-laws or the adoption of new
by-laws for the governance of the club. Such revisions or new by-laws shall be
submitted to the members in good standing for ratification by an email or
postal ballot, and will become effective upon endorsement by the majority of
the membership casting ballots.
.
